Meeting facility and accommodation reservations as well as customer services at the Konnevesi Research Station – Privacy notice

This privacy notice applies to the meeting facility and accommodation reservations as well as customer services at the Konnevesi Research Station.

Published

23.8.2023

What should you know about the processing of your personal data?

The Ģ��ֱ�� collects personal data about you to carry out its duties. You have rights to this data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

what information we collect about youand why,
for how long, and where we keep this information, and
to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more, please follow the links in the sections or contact the data protection officer of the Ģ��ֱ��.

Contact the data protection officer

Why we process your personal data?

The personal data are used for the purposes of meeting facility and accommodation reservations as well as for customer services at the Konnevesi Research Station of the Ģ��ֱ��. The data are also used for the invoicing of ordered chargeable reservations. The personal data are processed in order to provide agreed services for the customer.

The Ģ��ֱ�� is committed to collect and process your personal data in a just and transparent fashion and complying with the legislation on the processing of personal data. This privacy notice describes how the University administers your personal data in accordance with the data protection regulations.

What data we process and how long?

The time we store your personal data varies from one year to six years. To get more information about what personal data we collect and how long we keep certain information, check the sections below.

The personal data to be processed within the system are received from the persons themselves. The data on minors are received from their parents/guardians. We save, for example, the following items of personal data:

The person’s basic data such as name, contact information, organisation, personal identification code (only when necessary for the matter)
The person’s nationality
The person’s gender

In addition, other information given by the customer pertaining to the provision of services commissioned from the Konnevesi Research Station.

The personal data are processed for the duration of the customer relationship. The personal data will be erased at the latest one year after the customer relationship has ended.

For invoicing, data are kept in the accounting system for six years from the end of the calendar year during which the accounting period is finished.

What rights you have and how to exercise them?

You have the following rights:

Right to access your data.
Right to have any incorrect information corrected.
Right to have your data erased (right to be forgotten), in certain situations.
Right to restrict processing.
Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
Right to object processing, e.g. direct marketing.
Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
Right to be notified of any information security breaches resulting in a high risk.
Right to file a complaint with the supervisory authority.
Right to withdraw consent

You can exercise your rights by sending a request to the university's Registry Office. You can use the form on the Registry Office's website or send your request informally. Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

Get to know your rights

Use the form of the Registry Office

Send an informal request to the Registry Office

Who can access your personal data?

The processing of personal data related to the meeting facility and accommodation reservations at the Konnevesi Research Station is allowed only to designated persons whose work tasks require it. Access to personal data is protected by user IDs and passwords as well as user roles in secured data transfers and networks.

The personal data are also processed by the provider of the reservation system, Asio Data. The processor is allowed to process the data controller’s personal data only as far as it is necessary.

Also, the service providers we use can access your personal data in their role as data processors. However, these providers do not actively process your personal data, but they have access to it for maintenance reasons.

Learn more about data processors

To whom we transfer your data?

The Ģ��ֱ�� delivers your personal data only to recipients with a statutory right to receive such data for a purpose defined in law, or to whom such delivery is obligatory, or to recipients authorised by your consent.

Find more information about the transfer of your personal data outside the university below.

Personal data are delivered to outside the University:

to authorities for statistical purposes (Ministry of Education and Culture collecting data related to the number of accommodations, reporting the number of student meals to KELA)
to project funders (for reporting required by the project funder)
to accountants

Your data will not be transferred outside the EU/EEA.

On what basis we process your personal data?

We process your personal data based on legal grounds, agreements, or your consent. If you want to dive deeper into our legal bases, such as the relevant legal provisions, you can find more information through the menu below.

The lawful basis for processing (GDPR Article 6.1b and f): it is necessary in order to implement an agreement in which the data subject is an agreeing party, or to carry out, on the data subject’s request, relevant measures preceding the signing of such an agreement; and the data controller’s legitimate interest (customer relationship and its maintenance).

How to contact us?

If you want more information about the processing of your personal data, do not hesitate to contact our data protection officer via email or phone (+358 40 805 3297).

Contact our data protection officer

Contact information of units

Below you find the contact information of the responsible unit. If you wish, you can directly contact the responsible unit instead of the data protection officer.

If you want to exercise your rights (withdraw your consent for example) you can contact the Registry Office by email:

Send a request to the Registry Office

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